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Administrative Assistant to General Practitioners

2 months ago

Wallington, Greater London, United Kingdom Shotfield Medical Practice Full time

About the Role

Shotfield Medical Practice is seeking a highly organized and detail-oriented Administrative Assistant to provide general administration support to our General Practitioners. As a key member of our team, you will be responsible for ensuring the smooth operation of our practice.

Key Responsibilities

  • Provide administrative support to our General Practitioners, including receiving and dealing with incoming calls, taking messages, and answering queries.
  • Assess patient requirements and decide on appropriate action.
  • Provide information, redirect patients to other services, and seek information from relevant clinicians as needed.
  • Record messages, clinical, and non-clinical information, and results for the doctor, ensuring accuracy and timely action.
  • Deal with requests for home visits, taking relevant information from callers, assessing urgency, and ensuring appropriate priority is allocated.
  • Offer a chaperone service to clinicians as required.
  • Communicate with hospital departments, consultants, junior doctors, on-call teams, and secretarial staff to resolve patient queries.
  • Deal with information requests from insurance companies, government agencies, solicitors, employers, and others.
  • Photocopy medical records, issue invoices, and receive payments for completed reports, and chase late payments.
  • Arrange patient transport to hospital appointments, assessing transport needs against criteria, and arranging appropriate transport.
  • Generate repeat prescriptions in line with practice procedures, adding, amending, and deleting repeat medications as authorized by the GP.
  • Ensure required clinical checks and tests are up to date, patient compliance is in line with expected ranges, advise patients of checks or tests required, and make arrangements for these to be done.
  • Liaise with other clinical service providers, including district nurses, health visitors, community nurses, social services, community mental health teams, child protection teams, other GP practices, and external agencies as required.
  • Open, receipt, and deal with daily incoming mail, actioning in line with practice procedures, directing post as appropriate.
  • Extract and input relevant clinical information from incoming correspondence, entering data to the computer database, ensuring correct coding to maximize financial targets as directed by the relevant clinician.
  • Deal with incoming medical records, acknowledging computerized receipt, passing records for summarizing within agreed timescales, collating new records prior to summarizing.
  • Process amendments and deductions via GP links, preparing summaries and copy items for those being removed before sending to the PCSE.
  • Address FP69 notifications, contacting patients to clarify correct contact details as required, and actioning ID items as requested.
  • Receive electronic OOH notifications and process information as required, inputting relevant items to patient records, and passing urgent items within the GP workflow if deemed necessary.
  • Attend practice and staff meetings as required, attend practice away days, and training events.
  • Participate in the induction of new staff and provide support to other staff members requiring assistance.
  • Use Docman, filing, coding, and distribution as required.
  • Use Ardens and AccuRx as required.

Person Specification

Personal Qualities

  • Flexibility to meet the needs of the practice.
  • Emotional ability to cope with job content and work environment.
  • Commitment to equal opportunities and its application in general practice.

Qualifications

  • Good standard of general education.

Desirable

  • Qualification in administration or IT skills (NVQ 3, RSA3, AMSPAR) or equivalent experience.
  • Certificate in basic life support.

Experience

  • Two years in an administrative post in a service environment.

Desirable

  • Experience of working in general practice or NHS setting.

Knowledge

  • Knowledge and understanding of patient confidentiality.
  • Understanding of data protection act.

Desirable

  • Working knowledge of Quality and Outcomes Framework (QOF) and other quality initiatives.

Skills and Abilities

  • Ability to use Microsoft Windows applications.
  • Ability to manage own time.
  • Sound communication skills, able to communicate effectively with the full range of patients and other staff.
  • Ability to use communication skills flexibly to match appropriate situations.
  • Ability to work under pressure, prioritize an unpredictable workload, and deliver outcomes within agreed timescales.
  • Able to use informed judgment regarding health and social care needs.
  • Ability to deal with highly confidential and sensitive information which may be upsetting or distressing.
  • Ability to work as part of a multi-disciplinary team.

Desirable

  • Ability to use EMIS clinical database.
  • Ability to use Docman.